You have a packed workday ahead of you. How can you use time blocking tools to stay on track?

For me, using the 60/40 rule was a huge help! Plan 60% of the day and leave 40% free. The 40% fills itself! That's the only way to work without stress.

1. Prioritize Tasks: Start by identifying and prioritizing your tasks for the day, distinguishing between urgent, important, and lower-priority work. 2. Allocate Time Blocks: Assign specific time blocks for each task or type of work using tools like Google Calendar or Microsoft Outlook. Include time for strategic work, meetings, and administrative tasks. 3. Set Realistic Durations: Estimate how long each task will take and set realistic time blocks accordingly. Avoid overloading your schedule. 4. Include Breaks: Schedule short breaks to prevent burnout. Techniques like the Pomodoro Technique (25 minutes of focused work followed by a 5-minute break) can be effective.

Select a time blocking tool fitting your preferences, like digital calendars, apps, or planners. Key features: editable time blocks, reminders, device syncing, and progress tracking. Consider Google Calendar, Todoist, Toggl Track, or Bullet Journal.

5. Minimize Multitasking: Dedicate each time block to a single task to improve focus and productivity. Avoid switching between tasks within these blocks. 6. Buffer Time: Include buffer time between tasks for unexpected delays or overruns. This helps in managing unforeseen work or emergencies. 7. Review and Adjust: At the end of the day, review your schedule to assess what was accomplished and make adjustments for the next day. 8. Notifications and Reminders: Use tool notifications to alert you when it’s time to switch tasks, helping you stay on track. 9. Limit Distractions: During focused work blocks, minimize distractions by turning off email notifications and putting your phone on silent or do not disturb mode.

10. Flexible Adjustments: Be prepared to adjust your time blocks if urgent issues arise, but try to stick to the planned schedule as much as possible. Using time blocking tools effectively involves careful planning, realistic scheduling, focused work periods, and the flexibility to adjust as needed, ensuring a productive and well-managed workday.

Plan your time blocks in advance, either the night before or on the morning of your workday. Identify key tasks and goals, estimate completion time, and allocate them to specific time blocks with buffer time for breaks and unforeseen events. Group similar tasks to create work batches. Label your time blocks clearly and realistically, avoiding overloading or underestimating your capacity.

Proactively managing my schedule involves a strategic approach to time allocation! I meticulously plan my calendar TWO weeks in advance, providing a structured framework. I also intentionally remain adaptable by making weekly adjustments for significant events and daily tweaks for unexpected emergencies. By categorizing tasks based on priority, I streamline decision-making when faced with sudden priorities, enabling me to swiftly assess whether to reschedule a lower-priority task in favor of addressing the immediate and pressing matters at hand. This method ensures both long-term planning and the flexibility required for handling unforeseen challenges in an efficient manner. AND, it helps me manage stress by avoiding chaos!

Planning your schedule maximizes productivity by minimizing the mental cost of rapidly switching between activities. For example, have set time blocks to answer emails, then a group of back-to-back meetings, and then focus on heads-down work.

What really helps me is setting daily to-dos in the morning. Every day I set myself three tasks that I want to do that day. And only these three, no matter how much I have to do. This helps me to prioritize and focus on the most important things. This also gives me the feeling that I'm making progress every day. When these three tasks are done, I can do whatever I want, the day was successful. And I can go home.????

This makes me think of one of the cornerstones to Dr. Susan David’s research on emotional agility: facts are not feelings and feelings are not facts. I am a big believer in not adjusting my schedule because something FEELS like an emergency. Instead, I pivot and am mindful that it may not actually be as urgent as it feels in that moment. I take a moment to look at my priorities and use that as a guide. I intentionally choose to stay the course as often as possible. Staying focused on one task at a time increases efficiency!

Being realistic with time scheduled is key. Don’t forget the more forgettable things like scheduling time for lunch and blocking off a chunk of time for returning phone calls and emails. It might be tempting to fill every available slot with tasks and commitments, but making sure you take time to properly recharge your mind and body with breaks is essential, and must be scheduled as well. Being realistic in your planning involves acknowledging personal limitations and avoiding over-commitment that could lead to burnout. No one’s time blocks are doable if they’re burned out, so remember to put a system in place that works for you in the long-term so you can navigate unexpected challenges without derailing your day.

Three of the simplest & most effective actions you can take to protect your schedule are these: 1. Turn off your cell phone & office phone. Turn on, autoresponse informing callers when you will get back to them (And what to do in the event of a "life threatening", or "career ending" emergency). 2. Print out two color signs, one that says "In Session", another that says "Come On In", and post them on your door (This will change your life when you are working in the office with others). 3. Rank your tasks as follows: Must Do = You don't stop until they are done! Should Do = Routine that aren't yet "Must Do". Nice = If you have all the time in the world. Delegate = Assign the task to somebody else. Simple but it works!